Can this be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in adopted states when intent, consent, attribution, and retention are demonstrable.

Is a notary required for enforceability?

Generally no for employment agreements; notarization may be helpful but is typically unnecessary unless state law or specific provisions require it.

What if an employee refuses to sign?

Document the refusal, provide a copy for review, and consult HR or legal. Avoid unilateral changes to materially alter terms without notice and consent.

How do I correct errors after signing?

Prepare an amendment signed by both parties or a corrective rider that explains the change and references the original agreement; maintain both documents in the record.

Who should sign on behalf of the employer?

An authorized company representative with delegated signing authority should sign; document that authority internally to avoid challenges to signature validity.

How long must I keep signed agreements?

Retain while active and for several years after termination depending on record type (IRS, HIPAA, state rules); follow your retention policy informed by legal standards.

Electronic Signature
Templates
HR
Employee Asset Protection Agreement

Employee Asset Protection Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE ASSET PROTECTION AGREEMENT

This Employee Asset Protection Agreement (the Agreement) is entered into between Employer Name: and Employee Name: . Effective Date: , .

Personal Information

Full Legal Name Address Phone Email

Position Information

Job Title Department Reporting Manager Start Date

Assigned Company Assets (Issued)

The Employer may issue Company Property to the Employee for performance of duties. The parties agree that such property remains Company property and must be protected and returned in accordance with this Agreement.

Select Issued Items (check all that apply)

Laptop Mobile Phone Tablet Access Card/Badge Keys Other

If Other, describe Inventory / Serial Numbers (list each issued item and identifier)

Employee Obligations Regarding Assets

Employee shall at all times exercise reasonable care to protect Company Property from loss, theft, damage, and unauthorized disclosure. Employee must immediately report any loss, theft, damage, or unauthorized access to Employer's Security or HR department and cooperate with subsequent investigations.

Employee acknowledges that Company retains the right to require the return of Company Property at any time. Employee shall not sell, pledge, or otherwise encumber Company Property. The Employee will permit Employer to collect and inspect Company Property upon termination or upon reasonable request.

Acknowledgement of Obligation (initial)

Confidentiality, Data and Intellectual Property

Employee agrees that all confidential information, trade secrets, work product, and intellectual property created, accessed, or stored on Company Property or in connection with employment is the exclusive property of the Employer. Employee will maintain confidentiality consistent with Employer policy and applicable law and will not copy, export, or otherwise remove proprietary information except as authorized.

Return of Property and Offboarding

Upon termination, resignation, or upon Employer request, Employee must return all Company Property in working condition (excluding reasonable wear and tear). Employer may withhold final pay to the extent permitted by law to offset the cost of unreturned or damaged property; any such withholding will be handled in accordance with applicable legal requirements.

Employee Certification Regarding Return

Audits, Inspections and Device Access

Employee consents to reasonable audits, inspections, and forensic review of Company Property and of Employee work-related accounts used in conjunction with Company business. Employer will endeavor to limit review to relevant information and to protect personal information to the extent feasible.

Consent to Audit and Inspection

I consent to reasonable audits and inspections of Company Property.

Remedies, Indemnity and Liability

Employee agrees to indemnify and hold Employer harmless from losses resulting from Employee's negligence, intentional misconduct, or breach of this Agreement. Employer may pursue injunctive, equitable, and monetary relief for breaches. Nothing in this Agreement limits Employer's statutory rights or Employee's rights under applicable law.

Background and Reference Authorization

Employee authorizes Employer to contact prior employers and references and to conduct background and security checks to the extent permitted by law as part of safeguarding Company assets and determining suitability for assignments with access to sensitive information.

Consent to Background Check

I authorize Employer to contact prior employers and to conduct background and security checks as permitted by law.

Employment History (Most Recent)

Employer Title and Dates Responsibilities Reason for Leaving

Employment History (Prior)

Employer Title and Dates Responsibilities Reason for Leaving

Education

Degree Institution Graduation Date

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures

At-Will Employment: Nothing in this Agreement modifies any at-will employment relationship. Either party may terminate the employment relationship at any time, with or without cause, unless otherwise expressly provided in writing signed by both parties.

Equal Opportunity: Employer is an equal opportunity employer. All personnel actions are made without regard to protected characteristics under applicable law.

Applicant / Employee Certification and Authorization

I certify that all information provided in this Agreement and accompanying forms is true and complete to the best of my knowledge. I understand that false statements or omissions may constitute cause for discipline, up to and including termination.

Employee Certification (explain any exceptions)

By signing below, Employee acknowledges receipt of issued Company Property, agrees to safeguard such property, consents to audits and background checks as described herein, and accepts the terms of this Employee Asset Protection Agreement.

Employee:

By:

Date:

Employer:

By:

Date:

What an Employee Asset Protection Agreement Is and when it applies

An Employee Asset Protection Agreement (Employee Asset Protection Agreement) is a written contract between an employer and an employee that documents company property, intellectual property assignment, confidentiality obligations, and return-of-assets procedures. It typically lists equipment issued, access credentials, and conditions for use and return, and may include recovery remedies if property is lost, damaged, or not returned. Employers use it to set expectations during onboarding and offboarding and to preserve trade secrets and copyrighted works created during employment.

Why organizations use this agreement

The Employee Asset Protection Agreement clarifies ownership of physical and intangible assets, reduces dispute risk at separation, supports IP assignment, and documents employee obligations. It also creates evidence of consent and notice necessary for enforcement under ESIGN and UETA when executed electronically.

Who typically completes an Employee Asset Protection Agreement

Employers, HR teams, hiring managers, and in-house counsel prepare and issue the agreement during hiring, equipment issuance, or role changes.

New hires and contractors who receive company devices, credentials, or access to proprietary systems
IT and asset managers responsible for tracking and collecting hardware and software licenses
Legal and HR professionals enforcing IP assignment, confidentiality, and return obligations

Use the agreement whenever employees receive assets, change roles, or before separation to ensure clear documentation of obligations and recovery rights.

Core elements to include in a professional agreement

A robust Employee Asset Protection Agreement groups obligations, inventory details, intellectual property assignment, security requirements, return procedures, and remedies in clear sections so enforcement and compliance are straightforward.

Inventory List

Detailed description of each asset by serial number, model, and condition so both parties agree on issued property and return expectations.

Use and Security

Authorized use rules, acceptable personal use, password handling, encryption requirements, and reporting obligations for loss or theft.

IP Assignment

Clause assigning employer ownership of work-for-hire, inventions, and deliverables created during employment, with disclosure procedures for prior inventions.

Return Procedures

Specific steps and timelines for returning assets on termination, including points of contact and acceptable return condition.

Remedies

Recovery options, offsets against final pay where lawful, replacement costs, and injunctive relief for confidentiality breaches.

Acknowledgment

Employee acknowledgment of receipt, consent to terms, and signature block including date and printed name for attribution.

Step-by-step: completing the agreement

Follow these steps when issuing and completing the Employee Asset Protection Agreement during onboarding or asset issuance.

01

Prepare agreement: Populate company and employee details and attach asset inventory.
02

Review terms: Have HR or legal confirm IP, security, and remedy clauses are correct.
03

Obtain signature: Send for signature using a compliant eSignature or arrange in-person signing.
04

Store record: Save executed copy with asset-tracking records and update inventory.

Required data fields and recordkeeping items

Employee Name: Full legal name

Employee Title: Job title and department

Asset List: Itemized assets

Serial Numbers: Unique identifiers

Effective Date: MM/DD/YYYY date

Signature Date: Signed and dated

Common preparation errors to avoid

Leaving asset descriptions vague, which makes recovery and valuation difficult and increases dispute risk.
Using ambiguous IP language such as 'may assign' instead of explicit assignment that covers work-for-hire.
Failing to attach a signed inventory at issuance, leading to conflicting claims at separation.
Not capturing signature intent or consent when using electronic signing, undermining later enforcement efforts.

Consequences and legal risks of incomplete or incorrect agreements

Contract disputes: Loss of enforceability

Data breaches: Regulatory fines

IP loss: Ownership challenges

Wage offsets: State law limits apply

Civil liability: Damages and legal fees

Tax risk: Withholding or reporting consequences

Where to send, file, or submit the agreement

Routing and filing depend on internal controls: HR, IT asset management, and legal should each retain copies for their systems.

HR file: Store executed agreement in the employee personnel file.
IT asset records: Link the agreement to the asset-tracking database entry.
Legal retention: Keep a master executed version for enforcement and audits.
Shared repository: Archive signed PDF with audit trail in secure storage.

How to configure the agreement for online completion

Set form fields, signer roles, and authentication options when deploying the agreement as a digital template.

Field	Configuration
Signature	Required for employee and authorized employer signer
Date field	Auto-fill or required MM/DD/YYYY
Asset table	Repeatable table with serial numbers
Authentication	Email or SMS code; consider stronger ID for high-risk roles

Digital signing and technical requirements

Use a platform that provides a tamper-evident audit trail, secure storage, and role-based access controls for executed agreements.

File formats: PDF and DOCX supported for uploads
Integrations: Connectors for HRIS, ATS, and asset systems
Authentication: Email, SMS, or advanced signer verification

Ensure the chosen platform complies with ESIGN and UETA requirements and supports necessary integrations and export formats for your records.

eSignature vendor pricing and feature snapshot for this agreement

Compare starting price and common features for signing and managing Employee Asset Protection Agreement templates; signNow appears first as the vendor column lead.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Saving, exporting, and supporting documents to attach

Ensure the executed agreement and supporting items are exported to secure formats and attached to asset records for traceability.

Export Formats

Save executed copies as PDF/A for long-term archiving and as DOCX if you need editable copies for internal records; include audit trail in exported package.

Audit Trail

Retain the platform audit record (timestamps, IP, signer email) with the signed document to prove attribution and consent under ESIGN and UETA.

Supporting Docs

Attach receipts, equipment condition photos, software license keys, and signed asset checklists to the agreement for validation.

Record Links

Add links or identifiers to HRIS and asset-management records so the agreement and inventory are cross-referenced.

Answers to common questions about the Employee Asset Protection Agreement

These frequently asked questions address enforceability, eSigning, notarization, and recordkeeping to help you avoid common pitfalls.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in adopted states when intent, consent, attribution, and retention are demonstrable.
Is a notary required for enforceability?
Generally no for employment agreements; notarization may be helpful but is typically unnecessary unless state law or specific provisions require it.
What if an employee refuses to sign?
Document the refusal, provide a copy for review, and consult HR or legal. Avoid unilateral changes to materially alter terms without notice and consent.
How do I correct errors after signing?
Prepare an amendment signed by both parties or a corrective rider that explains the change and references the original agreement; maintain both documents in the record.
Who should sign on behalf of the employer?
An authorized company representative with delegated signing authority should sign; document that authority internally to avoid challenges to signature validity.
How long must I keep signed agreements?
Retain while active and for several years after termination depending on record type (IRS, HIPAA, state rules); follow your retention policy informed by legal standards.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now